Intelligent document processing (IDP) transforms the administrative burden by cutting the average fax handling time from 3-8 minutes to just a fraction of that. It will automatically classify documents, extract patient data, and send them straight to your EHR with little manual work. IDP actions will be available within Workspaces.
This article covers filing a document from a workspace into a patient's chart in Jane. Before you begin, make sure Jane is integrated with your account.
NOTE: Your Jane plan includes 100 documents/month to process with IDP at no additional charge. Anything above 100 documents/month will incur a $0.25/document overage charge. Please contact support@documo.com if you wish to upgrade your IDP plan.
Table of contents
Getting documents into your workspace
Filing a document into Jane
Good to know
Getting documents into your workspace
Documents arrive two ways:
Manually Uploading: Click Upload files in the workspace and pick the files.
Automatic inbound faxes: Add one or more of your fax numbers to the workspace as a data source. Every fax received on those numbers lands in the workspace automatically when the fax has been received. This is the setup most clinics want, and it has to be done once before anything arrives automatically.
To set up your data sources, click the 3 dots next to the workspace name, then click Edit Workspace:
Go to the Data Sources tab. Any fax numbers already feeding this workspace are listed under Numbers in Workspace. To add more numbers, click Add:
NOTE: A fax number can only be added to one workspace at a time, but you can have multiple fax numbers assigned to a workspace. There is no limit to how many numbers can be assigned to a workspace.
Select the fax number or numbers you want arriving in this workspace, then click Add. Use the search box if you have a long list. Numbers already assigned to this workspace are greyed out and marked (Assigned to this workspace):
Faxes received on those numbers now appear in the workspace automatically. The Source column shows the fax number they came in on, instead of the name of whoever uploaded them.
Before enabling classification automation, select the model and revision on the Classification tab:
Automation: Enable or disable AI automations for that specific workspace. All documents in the workspace will automatically have OCR, Classification, Extraction, and Split Detection run if they're enabled.
Set document retention to the amount of days you would like documents to remain in your workspace before they're automatically deleted:
Document statuses
The Date column shows each document's status:
- New — arrived, not yet opened
- Opened — someone has viewed it
- In progress — being worked on
- Sent to EHR — filed successfully
A green check in the IDP column means all IDP actions have finished running.
Filing a document into Jane
Click the 3 dots next to the document you want to file, then click Process:
Check that the document type and the extracted patient data are correct. You can edit any field, and you can rename the document at the top of the processor window:
Click the Send tab. If you have more than one EHR integrated, select Process with Jane, then click Next. If you have not signed in to Jane recently, click Sign in with Jane, enter your Jane credentials, and approve the connection:
Click Search, find the patient, and select them. Patient search matches on name, so several patients can share a last name. Check the date of birth in the results against the document before selecting:
Three patients with the last name Taylor. First name and date of birth are the differentiators.
Select an Observation Category (Exam, Laboratory, or Vital Signs), then click Finish and Send:
A confirmation displays with the patient, date of birth, category, and document ID:
The document's status changes to Sent to EHR in your workspace, and the document appears in the patient's charting area and all-files view in Jane:
Good to know
Accepted file types: PDF, JPEG, and PNG.
The patient must already exist in Jane. Documo cannot create new patients.
This is one-way. Documo sends documents into Jane. It does not pull charts, appointments, or results back out.
Documents file to the patient, not to a specific appointment or encounter.
Filing to the wrong chart is hard to undo. Remove the entry from the patient's chart in Jane, then re-file from Documo to the correct patient.
Info & History on the document's 3-dot menu gives an audit trail of what you and the system did.
If you have any other questions, please reach out to support@documo.com.